Venue Coordinator, Facility Rentals
Reports To: Manager, Facility Rentals & Events (or appropriate supervisor)
Position Type: Full-time (Permanent)
Location: Ottawa Art Gallery, Ottawa, ON (Some flexibility / hybrid work when not on site)
Salary Range: $40,000 – $45,000
About the Ottawa Art Gallery (OAG)
The OAG is an inclusive and dynamic space for art and culture that connects people with the rich visual arts landscape of the region and beyond. We are committed to equity, accessibility, and community wellbeing through innovative programming, exhibitions, and partnerships.
Position Overview
The Venue Coordinator, Facility Rentals, is responsible for the day-to-day coordination, support, and execution of internal, partnership, and assigned external events at the Ottawa Art Gallery (OAG). This includes responding to client inquiries, facilitating bookings, supporting event planning logistics, overseeing and assisting with setup and teardown, and providing on-site coordination during events. The role requires a strong customer service orientation, attention to detail, and the physical capacity to perform manual event setup tasks.
Key Responsibilities
- Client Service & Sales Support
- Respond to telephone and email inquiries regarding event rentals and general OAG venue information.
- Provide prospective clients with accurate and helpful information about rental spaces, capacities, amenities, and pricing.
- Conduct in-person venue tours with potential clients, highlighting available spaces and features.
- Enter and maintain client bookings and event details in Event Temple.
- Prepare and issue client contracts and coordinate invoicing procedures.
- Assist in the creation of marketing materials to promote rental spaces and special event offerings.
- Support the promotion of the venue through participation in industry events and networking opportunities as requested.
- Event Planning & Coordination
- Support the planning and delivery of all assigned external events, as well as internal OAG events, exhibition openings, and OAG strategic and partnership events
- Assist clients with detailed event planning, including floorplans, equipment rentals, scheduling, and logistical needs.
- Liaise with OAG’s exclusive caterer and approved external caterers to coordinate food and beverage services.
- Schedule and confirm additional on-site staff support based on event requirements.
- Attend and actively participate in event meetings (onsite or virtual), ensuring clear communication of event details to internal stakeholders.
- Communicate all confirmed event details to fellow team members in a timely and organized manner.
- On-Site Event Execution
- Perform physical setup and teardown of OAG-owned furniture and equipment, including tables, chairs, signage, and staging.
- Act as the on-site point of contact during event execution, ensuring smooth delivery and client satisfaction.
- Coordinate with external vendors (e.g., AV providers, décor suppliers, bar services) as needed during setup and execution.
- Monitor events for adherence to timelines and service standards, addressing issues or last-minute changes as they arise.
How to Apply
Please submit your resume and a cover letter outlining your relevant experience and interest in this role to:
Email: jobs@oaggao.ca
Subject Line: Venue Coordinator, Facility Rentals – Application
Deadline: October 24, 2025
Equity and Accessibility
The OAG is committed to equity, accessibility, and diversity in our workplace. We encourage applications from equity-deserving groups (including Indigenous peoples, Black and racialized individuals, 2SLGBTQQIA+ persons, persons with disabilities, and others). Accommodations are available during the hiring process—please contact Zoë MacNeil (zmacneil@oaggao.ca) if you require assistance.
